RICOH Spaces is an ever-evolving platform, and we are excited to announce a new feature designed to provide users with more privacy and ensure that both users and admins only access relevant information on the Schedule and Smart Displays. This enhancement, part of our Meeting Room policies, empowers Global and Location admins to decide what is seen and by whom. This comes with new roles and changes to the current roles of Global, Local and Delegate booker roles.
Find below a summary of the capabilities of the feature, an explanation of how our new feature will impact these roles, key actions to ensure roles are correctly attributed to users and finally a quick FAQ to answer all your questions.
New Feature: Enhanced Event Visibility Control
We are excited to announce new functionalities that will give you greater control over event visibility, including the introduction of a new role: Schedule Admin and changes to the Facilities Admin role.
Find below an explanation of the new feature located in the policies section of a location within the meeting room tab.
Schedule Event Title
Select which meeting title type is visible on room displays and the Schedule for each user type.
Note: This setting is limited as per the configuration of your organisation's calendar integration.
User Type:
Schedule admin: This is a role that can be attributed to users.
Attendees: Those are the meeting's attendees.
Non-attendees: all users who are not part of the meeting attendee's list.
Room Display: This refers to the room panel.
Information Displayed
Host Name: This is the host of the meeting.
Meeting Name: This is the meeting title.
Room Status: This will display if the room is busy or not.
Schedule Event Details
Select which meeting details each role can see on the schedule by default. Hosts will be able to see all information by default.
User Type:
Schedule admin: This is a role that can be attributed to users.
Attendees: Those are the meeting's attendees.
Non-attendees: all users who are not part of the meeting attendee's list.
Information Displayed:
Attendees: This is the list of attendees
Agenda: This is the description of the meeting
Services: Those are the services the host has booked
Impact on Current Users
Users who previously had event visibility or service approval by default through their Global, Location and Delegate Booker admin roles may lose access to these functionalities. They will have visibility by default for non-attendees and won't be able to edit events. To maintain access, these users must be manually assigned the new roles.
Note: To allow the Delegate Booker role to continue booking rooms on behalf of others, we have a follow up change already planned and will provide a release date shortly.
Introduction of Specific Admin Roles for Better Management
To improve clarity, management, and task delegation, we are introducing more specific roles.
Key Points to Note:
Who is a Global Admin?
The Global Admin can:
Access all locations.
Manage global policies for your organization.
Grant Global and Local roles to other users.
Who is a Location Admin?
The Location Admin:
Manages a single location.
Can be granted admin rights for multiple locations.
Can book a desk on behalf of any employee in their assigned location.
Introduction of Schedule Admin Role:
Can edit events if they have visibility of every event detail. If some of the event details are toggled off the Schedule admin will not be able to edit the event.
This role is not automatically assigned to Global and Location admins.
Must be assigned manually within Organisation Settings for relevant locations.
Facilities Admin Role:
Provides event visibility over the number of attendees and service requests to cater to them.
Can always see requested services.
This role is not automatically assigned to Global and Location admins.
Must be assigned manually within Organisation Settings for relevant locations.
Action Required
To ensure continuous access to event visibility and service approval:
Go to Organisation Settings.
Select the relevant location(s).
Assign the Schedule Admin and/or Facilities Admin roles within the Roles section.
By delegating these specific roles, you will benefit from clearer management and easier task delegation.
Quick FAQ:
What if the host has requested services, what do they have access to?
Facilities admins will still be able to see the number of attendees with no additional details so they cater to your service request/s.
What if a schedule admin is an attendee for an event?
They will see the information an attendee has access to on top of what their role as a schedule admin has access to.
What if I don't do anything?
If you haven't set the policies, the following default settings will apply:
Default event details
Schedule admin and attendees have all event details toggled to be visible.
Non-attendees have all event details toggled to not visible.
Default meeting title
Host name for all
Role
Global and location admins won't automatically be assigned the roles of facilities and Schedule admins. They might lose visibility over event details such as attendees, services and agenda.
How do I check my organisation's roles?
For Global roles (Global Admin and Global Insights Admin), head to your Organisation Settings and navigate to the Organisation Roles section.
For all other roles, select the location where you want to check roles and within it, head to its Roles section.
Where can I find more information about the different roles?
You can find out more about the different admin roles in our dedicated article.
Can I change the host of a meeting if I am not a Schedule Admin?
Only the Schedule admin will be able to change the host of a meeting.